Shipment document checklist
Agree the document requirements when the order is placed. The required set depends on the product, destination, delivery terms and payment arrangement.
Documents to discuss
| Document | What to check |
|---|---|
| Commercial invoice | Parties, product description, quantity, value, currency and agreed commercial details |
| Packing list | Package count, quantities, weights, dimensions and marks relevant to the shipment |
| Transport document | Shipper, consignee, transport details and cargo description |
| Certificate of origin, when required | Declared origin and the form of document required for the shipment |
| Inspection report, when agreed | Product or batch inspected, agreed inspection scope and recorded findings |
| Technical documents | Relevant datasheets, test reports or certificates specified in the order |
For sea freight, the transport documentation may include a bill of lading. Confirm the required document form and release arrangements with the parties handling the shipment.
Check the commercial details
Confirm the company names, addresses, product references and quantity units. Document descriptions should correspond to the agreed order and actual shipment.
Do not leave consignee details or document instructions until shipment is ready.
Confirm destination requirements
Provide the documents requested by your import team or customs representative. Requirements can differ by product, origin and destination.
Any market-specific certification, inspection or origin requirement should be identified before the order is confirmed.
Orders using a letter of credit
Discuss the proposed document requirements with the relevant bank before finalising the arrangement. Identify the documents, wording, timing and presentation requirements that the order must satisfy.